Office & Facilities Coordinator (Part-time)

Emperor; City of Edinburgh; On-site; GBP 60,000 - 80,000; Part time

Job summary

A leading creative design agency located in Edinburgh is seeking a proactive Office & Facilities Coordinator. This part-time role requires someone who can maintain office efficiency while creating a welcoming environment for clients and staff. The successful candidate will be involved in various tasks, including supervision of office operations, health and safety compliance, and supporting studio events. Ideal for someone with a positive attitude and strong organisational skills, this is a unique opportunity to help shape our studio environment.

Qualifications

• Ability to multitask and adapt as demands change.
• Excellent accuracy in handling documents and schedules.
• Willingness to learn and adapt to evolving office needs.

Responsibilities

• Coordinate daily office operations to ensure efficiency.
• Manage the appearance and cleanliness of the office.
• Support local studio events and logistics.

Skills

Friendly communication

Proactive attitude

Strong time-management skills

Organisational skills

Job description

The role

We’re looking for a proactive, organised and people-focused Office & Facilities Coordinator to help keep our Edinburgh studio running smoothly. You’ll play a key role in creating a welcoming environment for our clients and team, ensuring our office remains efficient, H&S compliant and beautifully presented.

This is a fantastic opportunity to join a leading creative design agency in a hands‑on, varied role that combines front‑of‑house, office management and operational support.

Location: Edinburgh
Part‑time: 7.5 hours across the week (flexible schedule)
Start: January 2026

What you’ll be doing in this role

Front of House & Client Liaison

• Attending tenants’ meetings and representing the studio in shared building matters.
• Coordinating daily office operations and procedures to ensure efficiency and effectiveness.
• Running induction sessions for new starters and introducing them to our H&S platform and related training.
• Maintaining sufficient stocks of catering and general office supplies.

Facilities & Office Management

• Managing the overall appearance and cleanliness of the office, including all facilities (HVAC, photocopier, etc.).
• Ensuring all equipment and services run smoothly; arranging servicing and upgrades when required.
• Overseeing recycling and waste management (glass, paper, card, tins, plastics, toner).
• Coordinating supplier invoices and reconciling house costs.
• Ensuring compliance with Health & Safety standards and maintaining required staff training.
• Scheduling fire alarm, intruder alarm, water temperature, legionella and HVAC maintenance, and filing certificates.
• Supporting ISO inspections and audits with up‑to‑date documentation.
• Ensuring all legally required information is displayed.

Operational Support

• Raising purchase orders and processing supplier invoices via Paprika.
• Arranging couriers and managing the taxi account, including booking and reconciliation in Paprika.
• Supporting local studio events – venue booking, meet‑and‑greet, badging, and logistics.
• Managing NDAs for suppliers and students, and maintaining proper filing.
• Liaising with IT provider regarding equipment receipt, returns, and upgrades.

What you’ll need to be successful in this role

• A friendly, confident communicator. Someone who works well with others and provides support and guidance when needed.
• A proactive attitude. You take initiative to keep the office running smoothly and represent the team in a positive and courteous manner to colleagues and visitors.
• Strong time‑management skills. You are able to multitask, prioritise, and adapt as demands change.
• Excellent organisational skills and attention to detail, ensuring accuracy in handling documents, schedules, and other office tasks.
• A willingness to learn and adapt as the role or office needs evolve
• Embodies and champions our core values in every aspect of your work - We're In It Together, We Own It, We Aim Higher, and We Find A Smarter Way

It’s a bonus if you have

• Previous experience in office or facilities management, ideally within a creative or agency environment.
• Experience handling health & safety processes and basic finance administration (POs, invoices, supplier management).
• Familiarity with accounting or office/agency management software (e.g., Paprika).
• Experience using and troubleshooting office equipment.

Next Steps

If you are successfully shortlisted for the role, the recruitment team will be in touch via email, and the process will begin from there. We endeavour to contact you within 5 working days of your application, however, this may vary depending on the volume of applications we receive. Good Luck!

As an employer, we are committed to ensuring the representation of people from all backgrounds regardless of their gender identity or expression, sexual orientation, race, religion, ethnicity, age, neurodiversity, disability status, or any other aspect which makes them unique. We welcome applicants from all backgrounds to apply and would encourage you to let us know if there are steps we can take to ensure that your recruitment process enables you to present yourself in a way that makes you comfortable.